business basics asignment 2

8/8/2019 Business Basics Asignment 2

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Q1. List 10 email etiquettes to keep in mind while writing business mails.

The answer: The first impression is the last impression. This is applicable in

each and every case and so is it applicable in the case of email etiquettes. Theres

only one chance that you get to carve the first impression. When it comes to yourbusiness e-mail communications, you need to make such an impression that can lend to

the willpower that you are a convincing professional enterprise and a person whos great

to do business with and someone with whom you can surely have a professional tie-up.One has to really prove himself as a well groomed and a well civilized person in order to

make a good impact on the opposite party in business matters.

Below listed are the Top 10 Business Email Etiquettes that have to be kept in the mind ofa person when hes sending any professional e-mail or as far as his professionalism is

concerned. Each one of us has to keep certain business etiquettes and some

professionalism in our minds. Business owners and their employees need to be aware of

in their day-to-day online communications to ensure the best possible results.

1. The subject Field

This field i.e. the subject field is the peep into your e-mail and can many times determine

the future of your e-mail whether it will be even opened or not. If this is an initial contact

with a customer based on their request through your site or otherwise, be sure to have a

short subject which gives a scenario of what the topic of the email is. Make sure that youdo not typed in all caps and make sure that your grammar is up to the mark too.

2. Maintain the level of formality

Dont try to be a cool dude every time and dont minimize their formality or be informal

when it comes to business. Be as formal as you can and avoid using the cool language.

Always type as though you are a professional and every e-mail of yours should be likethat of professionals.

3. Level of addressing the opposite party:

Always make sure that you address the person with a salutation. I.e. use MR and Ms.

because this is work and a corporate world not a game or not a social networking site that

you can use all the friendly terms. Keep in mind that the more respect you give to the

person whom you are addressing the mail to, the better and beneficial it will be to you.

4. TO:, From:, BCc, Cc fields can make or break you

In the TO: field make sure you have your contact's name formally typed. John B. Doe -not john b doe or JOHN B DOE.

In the FROM: field make sure you have your full name formally typed. Example: Jane

A. Jones. Not: jane a jones or JANE A JONES. The later two give the perception of lackof education or limited experience with technology. By only including your first name or

e-mail address you are giving the perception you may have something to hide or do not

know the basics of configuring your e-mail program.


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BCc: use this field when e-mailing a group of contacts who do not personally know each

other. By listing an arm's length list of e-mail addresses in the Cc or TO fields of contacts

who do not know each other or who have never met is conducive to publishing their e-mail address to strangers. This is a privacy issue! With those you are forging partnerships

with, visibly listing their e-mail address in with a group of strangers will make one

wonder what other privacy issues you may not respect or understand.Cc: Use this field when there are a handful of associates involved in a discussion that

requires all be on the same page. These business people know each other or have been

introduced and have no problem having their e-mail address exposed to the partiesinvolved. If you are not sure if a business associate would mind their address being made

public, ask!

5. Concentrate on the content and not on the style. Format your text well:

Dont try to decorate your e-mail unnecessarily. Always remember simple and sober is

always the best. It stands out. It should be simple but yet powerful other then making it

ornamental and decorative. There are severe threats of spam filtering so the more heavier

your e-mail gets with all the extra decoration that you have done, the higher the risk ofyour e-mail being snubbed and being regarded as spammy.

Also remember that nowadays even a slightly different font can lead to your e-mail beinga spam or else your e-mail being portrayed in the form of a default font. So why take the

risk? All that glitters is not gold and so how ever hard you may try and you may toil your

days in making your e-mail attractive but it may appear in a simple and default manner to

the recipient.

6. Always ask permission: The primary etiquette is to always ask permission when

youre sending any attachments to the opposite party. And only send them if itsnecessary and obligatory. Ask the person also the time at which it is convenient to be sent

and ask them if itll be possible for them to view the file and the attachment that you have

sent. Nobody likes mess so the recipient may also not like to see all the mess (unviewedfiles and attachment) in his mail box. If youre sending them an attachment that will

occupy all the space in their inbox then its unethical and to top it, if the attachment is not

needed by them then its even more hazardous. Your relationship will surely get marredin this way. So ask them the permission whether you can send them the attachments first

and then only you take the step forward. Ask them if they are having the necessary

software then its a useless thing that you have done. Asking permission is a decent and a

very professional thing to do. Also make sure that you confirm with them whether theyare having the necessary software installed so that they can view them at least.

7. Type fresh content:

Dont mistake your previous party with the new one and thus dont send the same mail

that you had sent to the previous party. Make sure that you send a fresh new one to the

new party. Add the person or the new recipient to your address book and do not jugglethe content the old content with the new one.

8. Down Edit Your Replies

Do not just hit on the reply button make sure you edit all the unnecessary details that you


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dont need anymore, this will make the person feel that you are not lethargic and you just

have not replied to the mail but made an effort to type it all over again. In this way there

will be no misunderstandings.

9. Have the basic decency:

Maintain the courtesy by including yours sincerely, thanking you, etc. this will make thee-mail look professional and very decent.

10. Signature:

Dont maintain and include your signature files as though they are documentaries. Limit

your signature to your Web site link, company name, and slogan/offer or phone number.

Include a link to your Web site where the recipient can get all your contact information

from A-Z - that is what your site is for. Do not forget to include the "http://" whenincluding your Web site address within e-mails and your signature file to ensure the URL

is recognized as a clickable URL regardless of the user's software or platform.

Follow these

Q2. Give 3 effective methods of web searching

ANS:

If you are writing for the web you want to keep some basic rules in mind. If you

are able to keep the rules in mind, you will be able to create some really effective onlinecontent. Online content is a broad term used to define any writing specifically written forinternet use.

The 3 most common types of online content are:

Website content

Blog content

Online articles

We will examine each one separately to help you write effectively.

1) Website Content

Your visitors will make a decision about your site based on its content. The better the

content the more consumer confidence and loyalty can be established.


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Type your articles at an 8th or 9th grade reading level. This is not the time to try to

impress people with your vocabulary. People will appreciate you providing them with

easy to read material that has valuable content.

Try to use some search terms/keywords in the articles you are writing. This will help

make any links to your site more valuable

Q3few NEW programs MS Office have introduced. Name

ANS:

The introduction of a "ribbon"

The removal of toolbars & menu's

The introduction of XML file format

The ribbon, removal of toolbars & menus

The ribbon takes the form of a barat the top of the screen. It replaces the normal drop-

down menu's and toolbars and instead categorises tool buttons into "tabs". It can take

some getting used to, though the interface design is said by Microsoft to make usage

easier.A guide for the changes can be seen at the microsoft site (see related links)

XML file format

This means two things, the default format to save work has an X at the end of it (i.e.

docx) and this file format cannot be read by 2003 (without downloading a 2007 viewer).

So its often a good idea save as a 2003 document, just to ensure usability on othercomputers.

Other Features

Office 2007 also comes complete with many new templates, giving the user much more

selection and the ability to make their work look much more professional than similar

templates within Office 2003.

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